Contents. Web Recruitment - Generating Applicant and Referee Reports 1. INTRODUCTION TO RELEASE R INTRODUCTION... 5

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2 Contents 1. INTRODUCTION TO RELEASE R INTRODUCTION GENERATING APPLICANT AND REFEREE REPORTS ACCESSING THE REPORTS RUNNING STANDARD REPORTS FOR A SELECTED VACANCY RUNNING CUSTOM REPORTS FOR MULTIPLE VACANCIES CREATING A SELECTION GRID Copyright 2014 University of Cambridge Last Modified: July 2014 Page 1

3 1. Introduction to Release R3 The recruitment process begins with the identification and definition of a vacancy. This includes developing/updating the role description and, for new academic-related and assistant staff vacancies, the grading of the post. Posts which are graded are set up in CHRIS (the HR and Payroll System) by the HR Division. The new Recruitment Administration System (RAS) is used to: Find the details of a vacancy that exists in CHRIS (posts which have been graded or are being refilled); or Record the vacancy details for a new academic or research post (these are not individually graded so are not set up in CHRIS at this point). Permission to fill a vacancy is then requested and granted in RAS. Once all required permissions for a vacancy have been obtained, it can be advertised on the University Jobs Pages and in external media. In RAS, a department/institution records whether or not the application method for a vacancy will be using the University s Web Recruitment System. Where the Web Recruitment System is to be used, RAS will: Insert an Apply online button on the advert for the vacancy on the Job Opportunities pages; and Insert a URL in external adverts for the vacancy, which routes to the relevant advert on Job Opportunities. This first release of the Web Recruitment System focused on: Allowing applicants to apply on-line via the University Job Opportunities pages; Automatically acknowledging applications; Allowing recruiters/administrators to manage and record the results of the selection process; Allowing recruiters to view the data; and Transferring the successful applicant(s) into CHRIS. The second release of the Web Recruitment System focused on: Allowing applicants to copy personal details, qualifications and employment history from a previous application; Allowing recruiters to send rejection s and letters to applicants; Allowing recruiters to send electronic and manual reference requests; and Allowing referees to upload their reference into the system. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 2

4 Release R3 of the Web Recruitment System focuses on: Allowing recruiters to select and applicants (at Offer stage) who need to provide information for a Tier 2 Certificate of Sponsorship; Allowing applicants to log back into their Web Recruitment account to enter the additional Tier 2 CoS information; Allowing recruiters to download the applicant details required for a Tier 2 CoS so that it can be attached to the rest of the CoS application and submitted to the Compliance Team for processing; Automated marking of an application as eligible for purging 12 months after the vacancy closes (including extended deletion dates for those vacancies where CoS retention policies apply), Allowing Super Users to mark a vacancy is a purging exception; Automated deletion of un-submitted applications two months after the vacancy closing date, Retaining anonymised data for future trend analysis and management reporting; Allowing applicants to enter Basic disclosure information when a vacancy has a Basic disclosure check selected within new RAS; Generating lists of applicant information from within the Web Recruitment application, selecting fields, saving criteria and exporting results to Excel (subject to normal vacancy security); and Allowing recruiters to access PDFs using bookmarked pages so that they can navigate more easily around an applicant pack, moving between applicants and documents. Diagram 1 below shows how the different HR systems link together in the recruitment process. Departments/institutions should transfer successful applicants to CHRIS using Web Recruitment and can then still record the details of the offer made to the successful applicant in the CHRIS Recruitment Module and return the CHRIS/10(A) Appointment Form with supporting documents to the HR New Appointment Team for processing. Future releases will add additional functionality, including the ability to record details of the offer within the Web Recruitment System. Queries relating to Web Recruitment should be directed to the CHRIS Helpdesk by ing chris.helpdesk@admin.cam.ac.uk. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 3

5 Diagram 1: HR systems linkages in the recruitment process New RAS Job advert information New academic/research post or amended existing post information Existing post information Job Opportunities pages CHRIS Recruits click link New appointee information Web Recruitment New functionality Copyright 2014 University of Cambridge Last Modified: July 2014 Page 4

6 2. Introduction This manual forms part of the set of documentation for the Web Recruitment application, which also includes: Managing vacancies within Web Recruitment; Generating correspondence within Web Recruitment; Requesting a Certificate of Sponsorship (CoS); and Overview of the applicant process. This guide provides details of how to run the example reports for a vacancy, for applicants, for referees and how to produce a selection grid (which is pre-filled with applicant names and can be used for recording selection results). It also covers details of how to use the in-built report generator to create new reports that can be saved and run again. Further documentation including a quick reference guide, FAQs and Release Notes can be found on the HR Systems Web Pages. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 5

7 3. Generating Applicant and Referee Reports It is possible to generate standard reports of applicant and referee details, as well as designing your own applicant and referee reports, from within the Web Recruitment System. These details can be used for: Mail merging correspondence not yet generated within the System (e.g. HR13 Invite to interview letters; Circulating lists to selectors/appointing bodies; and As a basis for a selection results grid (similar to the existing HR11 Selection Results template except that it is pre-filled with applicant names). 3.1 Accessing the reports The reports can be accessed from two different places from within Web Recruitment, as detailed below Running standard reports for a selected vacancy Select a vacancy and click on Manage Vacancy. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 6

8 From the Vacancy Overview screen click on the Applicant and referee report button. Depending upon your browser settings, you may be prompted to save or open the exported Excel report. If you chose to open the report it will be displayed on the screen as follows: Copyright 2014 University of Cambridge Last Modified: July 2014 Page 7

9 There are three tabs which show: Applicant address information, Applicant referee information, and A list of applicants with their associated stage of selection. You can then save the report and reformat or edit in Excel as required Running custom reports for multiple vacancies To create and run custom reports for multiple vacancies, you can click on the Reports tab at the top of the screen. You will then be taken to the following reporting area: Copyright 2014 University of Cambridge Last Modified: July 2014 Page 8

10 1) Click on Manage Reports. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 9

11 2) Click on the Create New Report Button. 3) The following screen will then be displayed: Type in a name for the report and then select the first field that you wish to include in your report from the left hand pane. Click on the right arrow to include the field in the report. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 10

12 It will move into the right hand panel. 4) Repeat for any additional fields and, once you have added all those you require, click on Save Report. Note: If you make a mistake, you can select the field in error in the right hand panel then click on the left arrow to remove it: The other two arrows can be used to add and remove all fields. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 11

13 5) You will receive a message that the report has been saved successfully. Click on the X to close the window. 6) To run a report that you have already specified using the steps above, click on Generate report. 7) Select one or more vacancies and the saved report you wish to use: Copyright 2014 University of Cambridge Last Modified: July 2014 Page 12

14 8) Click on Generate Custom Report and then click on Open. The report will then be opened within Excel and will display your customised data. You can then save and edit this in Excel in the usual way. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 13

15 3.1.2 Creating a selection grid One of the standard pre-written reports allows you to generate a selection grid similar to the existing HR11 Selection Results template. 1) Click on Generate Selection Grid. 2) Select the format for the grid: Then, click on Generate Report. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 14

16 This will display the selection grid in the format you selected: You can now save or print the grid for use in the selection round. Copyright 2014 University of Cambridge Last Modified: July 2014 Page 15